Vendor Application
Let’s grow together
We are now accepting vendor applications for Farmstead Fest 2025, a 3-day celebration of growing and community, May 23 - 25th at Moonrise Farmstead in Aylett, Va. Please review the details and vendor agreement below then complete the application below to help us learn more about you and your products. Applications are accepted on a rolling basis through 4/1/25 or until capacity has been met. All applications will be contacted no later than 5/1/25 regarding their acceptance. Once your application has been accepted, you will be invoiced for your vendor fee via e-mail.
Note: We are seeking vendors whose company values and products are compatible with our mission. All sponsors will be reviewed to ensure compatibility. If we have questions or concerns we will be in touch after we process your application. *We are not accepting any direct sales vendors at this time.*
2x Festival Tickets
Free Campground Admission (Fri & Sat with the option to add on camping on Thursday night for $30)
Your website linked on our website
Social Media promotion leading up to event
Vendor Fees Include:
Vendor Space Descriptions
For Vendors offering General Merchandise, Arts & Crafts, Homemade Goods, Services, etc. we have two options available:
$50 10x10 Single Space
$100 10x20 Double Space
For Food & Beverage Vendors:
$100 Tent-Only
$150 Trailer
Please note we will not be providing tents or tables for any of our vendor spaces. Please read the Vendor Agreement for additional information.
Vendor Agreement
Please read the following information carefully before submitting your application.
We will send additional details and reminders of these requirements as the festival approaches.
SETUP: There will be festival staff and volunteers at the venue on Thursday May 22nd from 4:00pm-7:00pm and Friday, May 23rd during the day from 10:00 am and 1:00pm to direct to you your space. All vendors must be set up and have their vehicles moved by 2:00pm on Friday May 23rd. Please note this is a RAIN OR SHINE event.
Upon our confirmation of your acceptance, you will be able to select a setup time. Vendors should expect to remain setup Friday from 3pm-6pm, Saturday from 9-5pm, and Sunday from 9am-2pm.
ALL VEHICLES MUST BE MOVED: No vendor vehicles are allowed in the vendor area during the event. Your vehicle must be moved by 8:00 p.m. on Friday May 23rd.
PARKING: Once you have finished unloading your vehicle, please move it to the designated parking area and return to set up your booth so we can keep the traffic moving. On the day of the event, if you have items that need to be brought in, please let a staff member or volunteer know and we will do our best to assist you.
BREAKDOWN: Vendors can begin take-down of their booths at 4 p.m. each day, however you are welcome to remain setup later if you would like. All Vendor spaces must be left the way they were found, and must be completely cleaned up before 4 p.m. on Sunday, May 25th, the final day of the event. Please make sure all trash and debris from your area has been completely cleaned before leaving the property. Otherwise, you may be charged an additional fee for cleanup.
DEMONSTRATIONS: We encourage you to reference the schedule that will be available on the website, in the coming weeks, so that you can schedule your demonstrations at your booths accordingly. There are several breaks throughout the day, and we highly suggest doing your demos during these times since people will be walking around and active during these breaks. We cannot stress enough that it is extremely beneficial to you to interact with our attendees!!
NOTE:
Stated times are subject to change as we develop the schedule. Please check for emails regarding any updates, and add “farmsteadfest@gmail.com” to your contacts to prevent our messages from ending up in your spam.
SIGNAGE & BRANDING: We greatly encourage you to place signage at your booth so that people can find you easily. There will be a diagram available to participants on the day of the event so they can find you by booth number.
TABLES, CHAIRS, & TENTS: You are responsible to bring your own tables, chairs, and tent. All tents must be weighted. If you tent does not have weights, you will be asked to take it down for safety reasons.
ELECTRICITY: Electricity will not be provided, please plan to bring a generator or alternate power supply if electricity is required for your booth.
INSURANCE & HEALTH CERTIFICATES: If you are a food vendor or are doing a demonstration that could be dangerous, please understand that Farmstead Fest is NOT liable for any insurance or health certificates. You are completely held responsible to have all of the proper paperwork and certificates in place during the day of the event should an inspector stop into the event.
ALL FOOD VENDORS MUST PRESENT A HEALTH CERTIFICATE via e-mail 2 weeks before the event. You must display the certificate during the event.
*IMPORTANT* ALL VENDORS MUST COMPLY WITH ALL LOCAL ORDINANCES, which may include applying for the King William County License. (Please see details here.)
